trumpet CMS - Organise, Govern and Scale Your Content Library
The trumpet CMS is designed to help teams manage their entire content library in one place. Whether you are a growing sales team or a large enterprise, the CMS gives you the tools to keep content organised, discoverable and up to date.
Roles and Permissions
The CMS uses a role-based system to ensure content is reviewed, high-quality and consistently managed.
Contributors - Can upload and submit content, but cannot publish directly to the External or Internal Library. All submissions go through an approval process and must include required information before they can be approved.
Content Admins - Review all incoming submissions via a dedicated approval queue. Can approve, reject with feedback, or make changes and approve. Responsible for maintaining the quality and consistency of the CMS. All trumpet admins are assigned as Content Admins by default, though this can be changed - useful for organisations that want to keep platform governance and content governance separate.
Viewers - Can access and consume approved content only.
Content Libraries
The CMS is organised into four libraries, grouped into two categories:
Company
External Library - Company-approved content that is safe to share externally. Items in this library can be added to pods. All content goes through the submission and approval flow before it appears here.
Internal Library - Company-approved content for internal use only - enablement, training, and internal resources. Cannot be added to pods. Visibility preferences can be set in CMS settings.
Personal
My Library - Personal uploads owned by the individual user. Private by default. Can be shared with specific teams, who will see it under Shared with Me as read-only. Content from My Library can be added to pods.
Shared With Me - Content shared by colleagues from their personal libraries. Read-only, and can be added to pods.
Important change from the previous CMS: In the old CMS, content uploaded to My Library was shared with everyone by default. In the new CMS, it defaults to visible only to you. If content needs to be available to the whole company, it should go through the External Library submission flow. If you previously used My Library as your company library, you can use the new "move to" option to move individual files across.
Folders
Content Admins can create folders and sub-folders in the External and Internal Libraries. Contributors can create folders and sub-folders in their Personal Library.
In their respective libraries, both Content Admins and Contributors can:
Pin most-used folders to the top of the sidebar for easier navigation (set per user)
Tag folders for better content management
Change folder colour to highlight and differentiate content
Separate tags into categories in the Filters panel
Submission and Approval Flow
All content in the CMS goes through a structured submission workflow to ensure quality and consistency.
Submission - a contributor uploads content and completes key metadata (tags, description, owner etc.). The content is saved in a Draft or Pending state and is not yet visible in the External or Internal library.
Routing - the submission is automatically sent to Content Admins, who receive it in a centralised approval queue.
Review and decision - Content Admins can approve, reject with feedback, or make changes and approve.
Publish - once approved, the content becomes visible in either the Internal or External Library and can be used in pods (External Library only), shared, and discovered via CMS search.
Note: There are currently no in-app notifications when a submission is made. If you are a Content Admin, make sure to check the submissions area regularly so nothing gets missed.
Search and Findability
CMS search combines keyword, tag, and AI-powered semantic search into a single experience. You do not need to choose between different search modes — it all happens automatically.
Search runs across file names, tags, and the content inside documents. Results are ranked in the following order:
Exact match (e.g. file name)
Tag match
Semantic / AI match
Search is global, meaning it checks across all your libraries at once. Results can then be filtered by library, file type, or other parameters. Filters work differently depending on whether you pair them with a search term:
With a search term — filters apply globally across all libraries
Without a search term — filters apply per folder or per library only
Tagging
Tag categories
Tag Categories - Tags can be grouped into categories for easier visibility and management, for example: Sales Stage, Market, or Region. This keeps your tag library clean and prevents it becoming unmanageable over time.
Tag Manager - Available in Settings, giving you one central place to view, manage, and edit all tags, and assign them to specific content types such as pods or templates. Tags can no longer be created or edited inside the tag picker — all tag management now happens centrally in Settings. This helps maintain a consistent taxonomy, prevents duplicates, and makes governance easier for larger teams.
AI-suggested tags for PDFs - When uploading a PDF, trumpet can automatically suggest relevant tags based on the content of the file. Suggestions are pulled from your existing tag library and can be accepted or modified before saving. This is a setting to be enabled in the CMS settings.
Bulk Replacing Files in Pods and Templates
You can now replace a file across all pods and templates at once. Simply tap the three dots on a piece of content, select Replace, and the file will be updated everywhere it appears.
Tips for getting started
Set up your content roles before inviting your team — decide who should be a Contributor, Content Admin or Viewer
Use the External Library for anything customer-facing; use Internal for team resources and not customer facing.
Keep My Library for personal use only, not for company content
Set up your tag categories early in Settings to keep content organised as your library grows
If you have a dedicated marketing or content team managing your library, consider a separate CMS training session just for your Content Admins
Questions? Reach out to your Customer Success Manager or contact us via the chat below.